Creating and tracking invoices

You also have the ability to invoice a customer. You can do so by selecting the "Invoices" tab under a customer's profile (as long as you have the correct permission),

What is an invoice?

An invoice is a document issued by a seller to a buyer that itemizes and records a transaction. Invoices in Swift include the following details:

• Seller Information: Name, address, and contact details of the seller or service provider, which in this case is your facility.
• Buyer Information: Name, address, and contact details of the buyer or client (the customer).
• Invoice Number: A unique identifier for the invoice which is generated upon creation,
• Date: The date when the invoice is issued and/or the transaction date.
• Due Date: The date by which the invoice needs to be paid in full.
• Description of Goods or Services: An itemized list of the products or services provided, including quantities and unit prices.
• Total Amount Due: The total cost of the goods or services, including any applicable taxes, discounts, or additional charges.

Invoices are essential for record-keeping, financial tracking, and ensuring timely payments in business transactions. Some perfect use cases for invoices include:

• Tournament Fees: Collecting entry fees from teams or individuals participating in tournaments or competitions.
• Bulk Facility Rentals: Charging for the use of courts, fields, or other facilities for events or regular, recurring practice sessions.
• Event Hosting: Billing for organizing and hosting events like sports camps, birthday parties, or corporate team-building activities.
• Maintenance and Repairs: Invoicing for services related to the maintenance and repair of equipment or facility infrastructure.

Creating an invoice

To create an invoice:

1. Navigate to a customer's profile.
2. Click the "Invoices" tab.
3. Click "+ New Invoice" to open the invoice builder.
4. Fill in all necessary details.
5. Toggle "Send invoice via email to customer" to ON if you'd like to email a copy to the customer.
6. Click "Create Invoice" to save and create.
   • You can also click "Save Draft" to return and edit later.

Once you have all the details finalized, click "Create invoice" to create the invoice and optionally send an email to the customer. You also have the ability to click Save Draft, and return to editing it later.

The email will include a summary as well as a downloadable PDF.

After creation, invoices can fall into the following states:

• Open: All newly created invoices fall into this state. They can have payments collected towards them
• Overdue: Any invoice that's in the Open state and has a due date in the past will fall into this state. Overdue invoices can still have payments collected towards them.
• Paid: Invoices that have been paid in full will fall into this state and cannot have any further payments made towards them. Refunding a payment on a Paid invoice will change it back to the Open state.
• Void: An invoice that is voided is cancelled and cannot have any payments collected towards it.

Collecting invoice payments in Swift Admin

There are two ways to manually collect payments in Swift Admin:

1) Click on the quick actions menu on the invoice and choose the "Collect payment" option. This allows you to collect a payment that is less than or equal to the total amount remaining on the invoice.

2) The second is to click on the invoice itself, which will navigate to invoice page, where you can see an overview summary along with all payments that have been made as well as the option to collect payment,

Payment Links for invoices

Option 1: Email

• When creating the invoice, toggle "Send invoice via email to customer" to ON. The customer will receive an email containing the invoice with a payment link.

Option 2: Manual Link Sharing

• Click the Quick Actions icon (⋮) next to the invoice. Select the "Share Payment Link" option and copy and share the URL with the customer or person handling payment.

Refunding an invoice payment

To refund a payment, view the Payment History section on the direct invoice page. Once you've found the payment you'd like to refund, click on the "Refund" arrow beside the payment.